As a wedding planner, you understand that each season has its unique charm when it comes to planning a memorable wedding. Winter weddings, in particular, offer a magical and cozy atmosphere that can make for an unforgettable celebration. However, orchestrating a winter wedding comes with its own challenges and considerations. To ensure your clients’ special day goes off perfectly, here are 10 essential things to remember when planning a winter wedding.
Ceremony & Reception Location
Opting for a venue that can host both the ceremony and reception minimizes the need for guests to travel between locations. This reduces the chances of guest delays and absences due to road conditions. If your clients are open to a one-venue event, look for locations where you can create a beautiful atmosphere for the ceremony and reception.
Vendors Who Are Experienced Working in Winter
Seek out vendors who are accustomed to working in winter conditions. These professionals will know how to adapt to the season’s unique challenges, from managing tricky lighting to addressing temperature-related concerns. If road conditions are a seasonal issue, make sure to ask vendors what their plan is should a winter storm occur. How do they deliver on their contractual obligations? Have they canceled winter weddings in the past?
Lighting
The days are shorter in winter so natural light may be limited. Create a lighting plan to ensure your clients’ wedding is beautifully illuminated. Create an intimate and inviting ambiance with candles, fairy lights, and uplighting. The use of warm, soft lighting tones can add a touch of coziness to any venue.
Guest Comfort
Prioritize your guests’ comfort by providing cozy amenities. Consider offering warm blankets, hot beverages like mulled wine or hot chocolate, and heated seating to keep everyone comfortable throughout the event. These thoughtful touches can make a significant difference in the overall guest experience.
Coat & Boot Check
A winter wedding often means guests arrive bundled up in warm coats and boots. Provide a designated coat and boot check area to maintain a polished appearance and prevent clutter. This keeps the venue tidy and ensures guests aren’t stuck wearing heavy winter gear throughout the celebration.
Embrace the Season
Instead of trying to fight the cold, embrace the winter season by incorporating it into the wedding theme. Use seasonal elements like evergreen branches, holly, pine cones, and seasonal flowers in your decorations. A winter wonderland theme can be absolutely stunning and create a magical atmosphere.
Heating/Cooling
Ensure your chosen venue has reliable heating systems. Nobody wants to shiver through their wedding ceremony. On the flip side, make sure the heating can be adjusted in case guests feel too warm. Maintaining a comfortable temperature throughout the event is key to a successful winter wedding.
Weather Plan B
Winter weather can be unpredictable. Always have a backup plan in case of inclement weather. This might involve arranging a heated tent for outdoor weddings or reserving an indoor space just in case. Flexibility is crucial in ensuring a smooth wedding day, regardless of the weather.
Guest Communication
Keep the guests well-informed about the conditions they can expect at the wedding. This is particularly important for destination winter weddings, as guests may need to make travel arrangements. Provide detailed information on clothing recommendations, potential weather-related delays, and special considerations for the season.
Guest Transportation
Guest transportation can be tricky during the winter. Make sure that hired transportation options are reliable and equipped to handle winter conditions. If the venue is in a remote area, consider providing shuttle services so guests arrive safely and on time. Additionally, inform guests about potential road closures or traffic delays due to weather.
Planning a winter wedding requires meticulous attention to detail. By considering the season’s unique challenges, working with experienced vendors, and creating a cozy and magical atmosphere, you can help your clients celebrate their love in a winter wonderland that they will remember fondly for years to come. Be prepared, stay flexible, and embrace the season to ensure a flawless winter wedding for your clients.
*This post is sponsored by Markel Service, Incorporated
Markel Event Insurance is an easy and affordable solution for your clients, with liability coverage starting as low as $75. A free event insurance quote takes only a few minutes online or on the phone.
Get more information now on the Markel Insurance website on how easy it is for event planners to recommend event insurance to their clients.
This blog is intended for general information purposes only, and should not be construed as advice or opinions on any specific facts or circumstances. The content of this document is made available on an “as is” basis, without warranty of any kind. This publication is not intended to be legal, underwriting, or any other type of professional advice. Persons requiring advice should consult an independent adviser. Markel does not guarantee any particular outcome and makes no commitment to update any information herein, or remove any items that are no longer accurate or complete. Furthermore, Markel does not assume any liability to any person or organization for loss or damage caused by or resulting from any reliance placed on this content. Coverage is provided by one or more of the insurance companies within Markel and policyholder services are provided by the underwriting manager, Markel Service, Incorporated, national producer license # 27585, in California d/b/a Markel Insurance Services, license # 0645481. Insurance and coverage are subject to terms, conditions, availability and qualifications and may not be available in all states. *Markel Specialty is a business division of Markel Service, Incorporated, the underwriting manager for the Markel affiliated insurance companies.© 2025 Markel Service, Incorporated. All rights reserved. Markel® is a registered trademark of the Markel Corporation.
